increasing the adoption of project management...
TRANSCRIPT
INCREASING THE ADOPTION OF PROJECT MANAGEMENT BEST
PRACTICES IN JABATAN KERJA RAYA
SAKINAH BINTI DAHRAWI EDRUS
A capstone project report submitted in partial fulfilment of the
requirements for the award of the degree of
Master of Project Management
Faculty of Civil Engineering
Universiti Teknologi Malaysia
JANUARY 2015
To my beloved husband, children, family and friends.
Thanks for your never ending love and strong support.
May Allah S.W.T. bless you.
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ACKNOWLEDGEMENT
First of all, in the name of Allah, the Most Gracious and the Most Merciful,
Alhamdulillah, all praises to Allah for the strengths and blessing to complete this capstone
project report. Thank you to my family and friends for their prayers and continuous
support during my years of study.
I would like to express my sincere appreciation to my supervisor, Dr. Siti
Uzairiah Binti Mohd Tobi, for encouragement and continued guidance to make this
capstone project report a success. Not forgotten to my JKR Supervisor, Dr Hannerita Binti
Mohamad Zainal for assisting me in giving information and advices.
I am also indebted to Jabatan Kerja Raya Malaysia (JKR) for giving me an
opportunity to further my study in Master of Project Management and also funding my
study. I wish to express my sincere thanks to all JKR officers who had participated in the
survey. Their contributions are very much appreciated.
I would also like to dedicate a special thanks to my classmates a nd colleagues who
had provided assistance at various occasions. Their views and tips are useful indeed.
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ABSTRACT
A good project management practices will save cost and improve the chances of
completing the project on time or ahead of schedule. Poor project management in any
project phases will contribute to delays, cost overrun and failure to perform the quality
expectation by the customers. Tools and techniques for project management best practices
such as systems, guidelines, manuals, templates and training modules had been developed
by Jabatan Kerja Raya (JKR) and expected to be adopted by all the staff for the
government project implementation. Hence, this paper presents a comprehensive study on
the implementation of project management best practices in JKR projects. The aim of this
study is to increase the adoption of project management best practices in JKR project
implementation towards excellent project delivery and to achieve the following objectives;
(1) identifying the acceptance level of project management best practices in JKR, (2)
assessing the adoption rates of project management best practices in JKR and (3)
establishing factors to increase adoption of project management best practices in JKR. A
structured questionnaire was used as the main tool and distributed to various respondents
from JKR staff which includes Head of Project Team (HOPT), Head of Design Team
(HODT) and Superintendent Officer (SO) at multiple branches in JKR. From the 335
distributed surveys, 93 responses were collected. The findings showed that acceptance of
project management best practices as a general are at the high level but the adoption rates
are at the medium level. The top management support and commitment, good leadership of
senior management and appointing a project consultant was ranked the top factors that will
increase the adoption project management best practices in JKR project implementation,
hence improving the project delivery system.
.
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ABSTRAK
Amalan terbaik pengurusan projek akan menjimatkan kos dan meningkatkan
peluang untuk menyiapkan projek tersebut pada masa yang telah ditetapkan atau lebih awal
daripada jadual. Alat dan teknik amalan terbaik pengurusan projek seperti sistem, garis
panduan, manual, template dan modul latihan yang dibangunkan oleh Jabatan Kerja Raya
(JKR) telah disasarkan untuk digunapakai oleh semua kakitangan bagi pelaksanaan projek
kerajaan. Oleh itu, kajian ini membentangkan mengenai pelaksanaan amalan terbaik
pengurusan projek dalam projek-projek JKR. Tujuan kajian ini adalah untuk meningkatkan
penggunaan amalan terbaik pengurusan projek dalam pelaksanaan projek JKR ke arah
penyampaian projek yang cemerlang dan untuk mencapai objektif-objektif seperti berikut;
(1) mengenal pasti tahap penerimaan amalan terbaik pengurusan projek di JKR, (2) menilai
kadar penggunaan amalan terbaik pengurusan projek di JKR dan (3) mengenalpasti faktor-
faktor yang dapat meningkatkan penggunaan amalan terbaik pengurusan projek di JKR.
Soal selidik berstruktur digunakan sebagai alat utama dan diedarkan kepada responden
yang terdiri daripada kakitangan JKR termasuk Ketua Pasukan Projek (HOPT), Ketua
Pasukan Rekabentuk (HODT) dan Pegawai Penguasa (PP) di pelbagai cawangan di JKR.
Daripada 335 kajian diedarkan, 93 maklumbalas telah dikumpulkan. Hasil kajian
menunjukkan bahawa tahap penerimaan amalan terbaik pengurusan projek terbaik adalah
pada tahap yang tinggi tetapi kadar penggunaan adalah pada tahap yang sederhana.
Sokongan dari pengurusan atasan serta komitmen, kepimpinan yang baik daripada
pengurusan kanan serta pelantikan perunding projek berada di kedudukan teratas bagi
faktor-faktor yang dikenalpasti akan meningkatkan penggunaan amalan terbaik pengurusan
projek dalam pelaksanaan projek JKR, dengan itu dapat meningkatkan sistem
penyampaian projek.
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TABLE OF CONTENTS
CHAPTER TITLE PAGE
DECLARATION ii
DEDICATION iii
ACKNOWLEDGEMENTS iv
ABSTRACT v
ABSTRAK vi
TABLE OF CONTENTS vii
LIST OF TABLES xi
LIST OF FIGURES xiii
LIST OF ABBREVIATIONS xiv
LIST OF APPENDICES xv
1 INTRODUCTION 1
1.1 Background Of The Study 1
1.2 Statement Of The Problem 2
1.3 Aim Of The Study 3
1.4 Research Question 3
1.5 Objectives Of The Study 4
1.6 Scope Of The Study 4
1.7 Significance Of The Study 5
1.8 Summary 5
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viii
2 LITERATURE REVIEW 6
2.1 Introduction 6
2.2 Project 6
2.3 Project Management 7
2.4 Project Management Practices 8
2.5 Acceptance Of Good Practice 9
2.6 Adoption Of Good Practice 10
2.7 Project Management Best Practices 11
2.8 Project Management Best Practices In JKR 13
2.8.1 Project Management Plan (PMP) 16
2.9 Identified Factors To Increase Adoption Of Project 17
Management Best Practices
3 RESEARCH METHODOLOGY 20
3.1 Introduction 20
3.2 Research Methodology Framework 21
3.3 Collection Of Data 22
3.4 Population And Sample 22
3.5 Questionnaire Surveys 23
3.6 Questionnaire Form : The Structure 23
3.6.1 Likert Scale 24
3.7 Cronbach’s Alpha 25
3.8 Data Analysis Techniques 26
3.9 Computer Software Analysis 28
3.10 Summary 28
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4 ANALYSIS AND RESULT 29
4.1 Introduction 29
4.2 Demographic Profile Of Respondents 29
4.2.1 Gender 30
4.2.2 Discipline 31
4.2.3 Qualification 32
4.2.4 Working Experience 33
4.2.5 Position 35
4.2.6 Involvement 36
4.3 Reliability Analysis : Cronbach’s Coefficient Alpha 37
4.4 Identifying The Acceptance Level Of Project 38
Management Best Practices
4.4.1 Acceptance Level Of Project Management 39
Plan (PMP)
4.4.2 Overall Of Acceptance Level 41
4.5 Assessing Project Management Best Practices 43
4.6 Establishing Factors To Increase The Adoption 45
Of Project Management Best Practices
4.7 Summary 47
5 DISCUSSION AND FINDINGS 48
5.1 Introduction 48
5.2 JKR Acceptance Level Of Project Management 48
Best Practices
5.3 JKR Adoption Rates Of Project Management 50
Best Practices
5.4 Factors To Increase The Adoption Of Project 52
Management Best Practices
5.5 Summary 54
x
6 CONCLUSION AND RECOMMENDATION 55
6.1 Introduction 55
6.2 Conclusion 55
6.3 Recommendations For JKR 57
6.4 Limitation 58
6.5 Summary 59
REFERENCES 60
Appendices A 64
LIST OF TABLE
TABLE NO. TITLE PAGE
2.1 Project Management Knowledge Area 7
2.2 Summary Of Adoption Factors 17
3.1 Measurement Scale For Part B 24
3.2 Measurement Scale For Part C 25
3.3 Measurement Scale For Part D 25
3.4 Cronbach’s Alpha Coefficient Values 26
3.5 Mean Score Indicator For Acceptance Level 27
4.1 Respondents By Gender 30
4.2 Discipline Of Respondents 31
4.3 Qualification Of Respondents 33
4.4 Working Experience Of Respondents 34
4.5 Position Of Respondent 35
4.6 Involvement Of Respondents In Projects 36
4.7 Reliability Analysis 37
4.8 Acceptance Level Of Project Management Best Practices 39
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xii 4.9 Acceptance Level Of PMP 40
4.10 Overall Acceptance Level Of Project Management Best 42
Practices (n = 93)
4.11 Overall Acceptance Level Of PMP (n = 93) 42
4.12 Adoption Of Project Management Best Practices Tools & 44
Techniques
4.13 Factors To Increase Adoption Of Project Management 46
Best Practices
5.1 Top Three Most Used Tools And Techniques 50
5.2 Ranking Of Relative Importance Index (RII) For Top 53
Three Factors
LIST OF FIGURES
FIGURE NO. TITLE PAGE
2.1 The Iron Triangle 9
2.2 The Advantages Of Using Best Practices In Project 12
Management
2.3 Five Strategic Themes 14
2.4 JKR PM Maturity 15
2.5 Products Of Prokom 16
3.1 Research Methodology Framework 21
4.1 Pie Chart Of Gender 30
4.2 Pie Chart Of Discipline 32
4.3 Pie Chart Of Qualification 33
4.4 Pie Chart Of Working Experience 34
4.5 Pie Chart Of Position 35
4.6 Pie Chart Of Involvement In Projects 36
4.7 Adoption Rates Of Adopter And Non-Adopter 43
(n = 93)
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LIST OF ABBREVIATIONS
JKR Jabatan Kerja Raya
HODT Head Of Design Team
HOPT Head Of Project Team
SO Superintendent Officer
SPSS Statistical Package For Social Sciences
PMBOK Project Management Book Of Knowledge
PROKOM Cawangan Pengurusan Projek Kompleks
CPM Critical Path Method
RII Relative Important Index
VM Value Management
RMP Risk Management Plan
PMP Project Management Plan
ACAT Acquisition Categorisation
GN Gerbang Nilai
PHC Project Health Check
SKALA Sistem Kawal Lapor Dan Selia
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1
CHAPTER 1
INTRODUCTION
1.1 Background Of The Study
Jabatan Kerja Raya (JKR) is a technical agency in Malaysia with over a century’s
experience has been entrusted to implement development projects and infrastructure
maintenance across the country such as government building, roads, airports, jetty and
others. The clients of JKR are all the government ministries, departments, authorities and
states. JKR always strive to provide the best service to the customers by ensuring the
organization running efficiently and effectively in order to achieve its objectives, vision
and mission.
Project Management is one of JKR core business. JKR is towards outstanding
project delivery by inculcating project management best practices in JKR projects
implementation. JKR have developed products such as systems, guidelines, manuals,
templates, training modules and others to increase the adoption of best practices in project
delivery system.
2
The project management best practices for JKR project implementation had been
introduced so that it can be adopted in the organization. These products will ensure that the
project management best practices are standardized and provide consistency in the ways
projects are managed for effective project delivery.
1.2 Statement Of The Problem
Delays, failure to perform to the quality expectations and cost overrun are some
issues that have been identified for government projects under the 9th
Malaysia Plan.
Inefficient and ineffective project management is one of the main reasons because the same
mistakes are repeated by the new staff and even by the senior staff who are not aware of
the right procedure because a common practice is not necessarily the best practice.
JKR has identified the practice gaps and close them with the implementation of
project management best practices. The project management best practices developed by
JKR such as Project Management Plan, Value Management, Project Scheduling and Risk
Management Plan are tools and techniques that expected to be adopted by JKR staff for the
government project implementation.
The tools and techniques of best practices has been introduced and exposed to JKR
staff through implementation of awareness program, training courses and workshops. The
application of these tools and techniques will guide the JKR staff towards better chance of
project success.
3
Under the 10th
Malaysia Plan, the government project implementation is seen as
facing the same issues in completing the projects. Many statements in the newspapers have
been highlighted regarding these issues. It seems unclear how well the acceptance level
and commitment by JKR staff in adopting the project management best practices that have
been developed by JKR. Hence, the acceptance level and commitment by JKR staff in
adopting the project management best practices is still in question.
1.3 Aim Of The Study
To increase the adoption of project management best practices in JKR project
implementation towards excellent project delivery.
1.4 Research Question
Followings are the research questions for this study;-
a) What is the current acceptance level of project management best practices in JKR?
b) What are the adoption rates of project management best practices in JKR?
c) What factors influence the adoption of project management best practices?
d) How to increase the adoption of project management best practices in JKR?
4
1.5 Objectives Of The Study
To achieve the aim of the study, the following objectives have been identified;-
a) To identify the acceptance level of project management best practices in JKR.
b) To assess the adoption rates of project management best practices in JKR.
c) To establish factors to increase adoption of project management best practices in JKR.
1.6 Scope Of The Study
To simplify and narrow the field of study, several scopes of the study have been
determined to ensure the objectives are achievable. The scope of the study will focus on
the following items;-
a) This study will look at the acceptance level, adoption rates and factors to increase
the adoption of project management best practices developed under the JKR’s
strategic plans.
b) Analysis of the study will be on the project management best practices tools and
techniques that have been developed by JKR. This study will also focus on an
existing project management best practices in JKR which is Project Management
Plan (PMP). PMP had been developed to be utilized at the most phases of project
implementation and closely related to the main constraints of project management
which is time, cost and quality.
c) All respondents will come from JKR staffs which include the Head of Project Team
(HOPT), Head of Design Team (HODT), Superintendent Officer (SO) at multiple
branches in JKR.
5
1.7 Significance Of The Study
i) For JKR
The study will assist JKR to improve their strategies so that the project
management best practices can be widely practiced among JKR staff to enhance the
project delivery.
ii) For JKR staff
The study will manage the JKR staff’s expectation and needs in tools and
techniques for project implementation.
1.8 Summary
This chapter explained on the overview of this study. Furthermore, it explains on
the problem statement, aim, objectives and scope of the study.
60
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